Subjects

Notes

Abstract:

At UF, each digital collection is under the purview of one or more Curators or Program Directors, with collaborative support from the Head of Digital Development & Web Services and/or Digital Humanities Librarian. For scholarly digital projects and archives, teaching faculty partner and collaborate with Curators/Program Directors following the processes for their collections. This documentation provides examples of draft text for emails for Curator responses to more common external questions, with notes on the related internal processing where applicable as of 17 October 2013.

General Note:

Includes an example email or email template or templates for responding to a request for a public domain image/item from UF with the request for attribution and notice when the publication, exhibit, or event featuring the image is included.

Record Information

Source Institution:

University of Florida

Holding Location:

University of Florida

Rights Management:

The author dedicated the work to the Commons by waiving all of his or her rights to the work worldwide under copyright law and all related or neighboring legal rights he or she had in the work, to the extent allowable by law.

System ID:

AA00017119:00013

This item is only available as the following downloads:

Page 1 of 4 Below are examples of draft text for email s for Cura tor responses to more common external questions, with notes on the related internal processing where applicable as of 17 October 2013. Files Digitized Externally, Digital Curation In some instances, collaborative projects and partnership opportunities come up that require MOUs and other contractual style documents For q uestions on rights and permissions Curators should consult wi th the Scholarly Communications Librarian ( http://cms.uflib.ufl.edu/ScholarlyOutre ach/ ) In other instances, external agencies will request UF and FLARE held materials for digitization. In those cases, Curators normally request copies of the digitized files and request attribution where the files are used. For the internal processes, UF ingests the existing catalog record and add s the digital files to the item onl ine with this done by the D igital Development & Web Services team for digital curation F o r UF items, the process is done with the Curator for the appropriate digital collection(s) For FLARE items, the items are added to the FLARE digital collection and a sample message is be low. If possible, we would like to requ est copies of the digital files which we will add to our Open Access Digital Collections for full, free worldwide access. Also, in the presentation of the digital files on your site, we ask that you include an attribution statement with: Florida Academic R epository (FLARE), http://ufdc.ufl.edu/iflare We ask for the attribution statement to recognize the holdings are from FLARE (Florida Academic Repository). This is helpful in general for patrons who may be look ing for related materials, and can be critically important for times when items from our holdings are unique versions (from first printings, printing anomalies, notes inside from famed scholars, etc.), editions missing pages, and more. The attribution note allows for follow up and next steps when exciting finds need promotion and errors need correction. For ingest of the digital files once the items are digitized, we prefer TIFF files (300dpi+, color or grayscale) or PDFs, but can work with any files available. For the files for ingest, please let us know when we might be able to expect those following digitization. Please also let us know on the attribution statement.

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Page 2 of 4 Image R ights Permissions, and Tracking of Usage For q uestions on rights and permissions Curators should consult wi th the Scholarly Communications Librarian ( http://cms.uflib.ufl.edu/ScholarlyOutre ach/ ) In addition to responding on rights, for inquiries on exhibits, Curators should consult with the Exhibits Coordinator ( http://exhibits.uflib.ufl.edu/ ). In addition to responding on rights, it is rec ommended that Curators respond to request attribution and further information for when and how their materials are being used, and below is draft language for this: We ask that you include attribut ion so that others may find the full materials related to the image. Please include an attribution note with this information: George A. Smathers Libraries, University of Florida, http://ufdc.ufl.edu/ Also, please le t us know when the publication featuring this image is published so that we can promote the use of materials from the UF Digital Collections in your publication/exhibit/event Other Emails for Internal Processes IR@UF, new registration Thank you for registering to submit materials to the Institutional Repository at UF ( IR @UF; http://ufdc.ufl.edu/ufirg). To use the IR @UF, simply login and then upload new items and edit the metadata for loaded items: http://ufdc.ufl.edu/my The IR@UF allows you to share your research openly with sch olars around the world, regardless of affiliation. It also provides a permanent archive for preservation, independent of the publishers. The IR@UF utilizes repository and digital library standards, to facilitate citations and links to your work to be found via the UF Digital Collections, library catalog, Google, and many other search systems. The IR@UF use on your website, CV, or to distribute in other promotional materials. Please see the I R@UF FAQ ( http://ufdc.ufl.edu/ufirg/author_faq ) or contact us if you have any questions: ufdc@uflib.ufl.edu IR@UF, new registration with submittal rights added It looks like PeopleSoft roles did not automatically add you to self submit. We apologize for any inconvenience with this. You are now activated to submit. You may need t o log out and log back in to see the "start new item" link, but it will now appear for you. Please let us know if you have any questions or concerns.

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Page 3 of 4 Data, ETD, IR@UF, new registration Please go to http://ufdc.ufl.edu/my and log in with your Gatorlink. Then, you should see a link to "start new item" as explained in the steps and video here: http://ufdc.ufl.edu/ufirg/irsubmithelp If you do not see the "start new item" link or if you have any questions, please email us. There's more information on the process and the permanent, open access role of the IR@UF in promoting and sharing your materials here: http://ufdc.ufl.edu/ufirg/author_faq Secondary if needed Your account is now activated and you can self submit online following the instructions here: http://ufdc.ufl.edu/ufirg/irsubmithelp As soon as you create the new item, you'll have a permanent link to add to your dissertation. Please let me know if you have any questions or concerns. Registered, unclear, response to request more information Thank you for registering to use the my SOBEK user tools. You selected the option to request to self submit items be checking the s imple final checkbox. Sometimes the checkbox is checked in error. Please let us know if you are interested in using the self submittal tool to share your research or digitized primary resource materials for the COLLECTION or other collections for open, full worldwide access and permanent preservation. Please disregard this message if you are not interested in using the self submittal tool. New Registration, self submittal Thank you for registering to edit metadata online and to self sub mit materials to the COLLECTION To load materials to the collection online plea se register for a my SOBEK account: http:// ufdc.ufl.edu /my/preferences Please check the box at the bottom to state that you wish to self submit. Then, please email me that this has been done so that I can contact our technical team to activate you to load items All materials in the digital collection have permanent URLs, for use in citations, your CV, and for ease of reference by others. All materials are openly accessible online (so people from across the world can see and use your materials within Fair Use allowances) and the creators retai n all rights to submitted materials, simply granting permissions to the libraries for preservation and provision of access. Also, you'll receive monthly usage report emails showing you how often any of your submitted materials have been accessed. There ar e instructions for loading items online : Q uick guide : http://dloc.com/AA00013238/00001/pdf L onger version : http://dloc.com/ufdchelp/self_submitta l Please contact us to assist with any sets of materials or questions.